ࡱ> :<9 bjbj΀ 4&      1<fm^^^&((((((B( ^^^^^(  =rrr^  &r^&rrr9h rS0rrrr ^^r^^^^^((r^^^^^^^^^^^^^^^^ : From: Borge, Valerie Sent: Monday, December 04, 2006 4:13 PM To: FLC-OFFICIAL-L Subject: Expense Reimbursements To the Campus Community, The Controllers Office has received several questions lately about the propriety of expenditures for paper plates, birthday cakes, birthday candles, bottled water, plastic knives, forks & spoons, and other similar items. There have also been questions about which travel expenses are reimbursable. Decisions about whether to reimburse expenditures are made according to State Fiscal Rules and College policy. State Fiscal Rule 2-1 Propriety of Expenditures states: All expenditures by state agencies and institutions of higher education shall meet the following standards of propriety: .01 Are for official state business purposes only. .02 Are reasonable and necessary under the circumstances. The Controllers Office also applies the following matrix as a guideline for specific reimbursement requests: NO Not ReimbursableRequires PRIOR Vice Presidential approvalYES No authorization requiredBirthday parties/meals for faculty, staff or students Retirement parties/meals for faculty or staffCoffee and snacks for office staff no meetingGraduation parties/meals for studentsCoffee and snacks for business meetingsHoliday celebration for office/departmentParties/meals for a job well done for faculty, staff, or studentsHoliday celebration for entire campusWater coolers (may be exceptions VP discretion)Team building eventsFlowers (campus has a flower fund) It is a good idea to remember that College accounting records are subject to audit and the open records law. When evaluating whether or not to expend College funds on a particular item or event, use the headline test to help determine the propriety of the expense. Imagine a newspaper headline describing the expenditure and think about whether or not such a headline would be in the Colleges best interests. Travel reimbursements are made according to Chapter 5 of the State Fiscal Rules, which may be found on the State Controllers website at this address:  HYPERLINK "http://www.colorado.gov/dpa/sco/FiscalRules/7-1-06/ch5.pdf" http://www.colorado.gov/dpa/sco/FiscalRules/7-1-06/ch5.pdf. Additional College policies concerning travel expense reimbursements are available on the Colleges home page. Common problems with travel reimbursement requests occur when the traveler requests reimbursement for alcohol consumed with a meal and summarized credit card receipts that do not list the specific items purchased. Please submit itemized receipts. Please do not hesitate to contact our office with questions. 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